90DETR-S3423 Q and A 1 1~1.pdf

QUESTION_NBR CREATED_BY QUESTION_SUBJECT QUESTION_TEXT ANSWER_TEXT

1 SESRC Number of survey waves per year The RFP stated "The surveys will be undertaken at four-month intervals except for the annual milestone". Please clarify does this mean 3 survey waves per year plus one annual survey?

Who will be included in the annual milestone survey.

3 individual surveys with additional annual summary

2 SESRC Sample size/Sample selection

Under 3.3.1.A the RFP indicated a list of 1,600 names. Is this the list per each trimester? How many times a consumer will be asked to complete the survey throughout their program. For example, if a consumer is in "service" status during the first trimester, will they be surveyed again after 6 months with the new status? or when their case is closed will they be surveyed again with "closed case" status?

We have the same question about sample size and sample selection for transition students and OIB population. The 300 transition students and 200 OIB are the annual number or per trimester. Also will the same individual be surveyed again in the subsequent trimester if they have a change in case status?

one individual may be surveyed more than once if their status changes and they are pulled for survey of that status.

3 SESRC Questionnaire

The "questionnaire" document in the RFP package only showed the summarized results. Can we get a copy of actual questions included in the questionnaire? Do the agency expect any modification to the questionnaire?

Does the same questionnaire apply to all three populations we will not share actual questions. Agency will appreciate any suggested changes if applicant has significangt ideas.

4 SESRC IRB/research ethics The transitional students included individuals ages 16 through 22. Do the agency expect the vendor to obtain IRB approval to work with minors? Does the state have any special requirement for conducting survey with a minor (e.g., parental consent, etc.)

No

5 VITALRESEARCH Budget What is the budget range or the maximum budget set aside for this project?

DETR is focused on selecting the vendor that offers the best overall value based on the proposed solution and its ability to meet the requirements outlined in the RFP. We encourage vendors to submit proposed solutions that are both cost-effective and aligned with the scope outlined in the RFP.

6 VITALRESEARCH Current evaluators Are the current evaluators eligible to bid for and be contracted for this project? Yes

7 VITALRESEARCH Scope of work Could you clarify what requirement 3.1.1.A. is exactly? It states: â??Gather, compile and analyze data recent satisfaction surveys, to include the development of additional questions.â??

There may be a word omitted, but does this refer to existing data or primary data collection?

Based on review of prior surveys, questions, responses and fomulation of new questions or suggestions based on new research.

8 VITALRESEARCH Scope of work How do requirements 3.1.1.A. and 3.1.1.B differ? N/A

9 VITALRESEARCH Scope of work In year one, how many times does the department expect survey data to be collected? How long does the department expect that survey development will take in year one?

3 times a year, done on the trimester with an annual being the 3rd with summary

10 VITALRESEARCH Proposal format Is the expectation that proposers write a response that covers four years of implementation and costs or just the first year with the option to extend? 4 years

11 VITALRESEARCH Proposal format If the expectation is for a for year technical and cost proposal, what activities from the scope of work are to be implemented in years two, three and four? N/A

12 VITALRESEARCH Incentives Have incentives been needed or used in the past to reach survey completion targets? If so, what kind of incentive has been provided? Gift cards

13 VITALRESEARCH Cost schedule For the cost schedule should activities like data analysis and report writing be included under Annual Reporting of Surveys and things like survey development and administration be under Consumer Experience Survey? What would go under â??Other Service Costsâ???

Yes

14 VITALRESEARCH Cost schedule If the proposal is meant to cover all four years, should the cost proposal be broken out by year or costs for all years combined preferred? Costs for all years.

15 MDRESEARCH Budget What is the annual budget?

DETR is focused on selecting the vendor that offers the best overall value based on the proposed solution and its ability to meet the requirements outlined in the RFP. We encourage vendors to submit proposed solutions that are both cost-effective and aligned with the scope outlined in the RFP.

16 MDRESEARCH General Do you expect any changes to your current survey instrument or reporting deliverables? no

17 MDRESEARCH Due date Are proposals due September 22 as stated in the RFP or September 16 as stated on the bid site? September 22nd.

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Section 3.1.1 â?¢ A) states â??Gather, compile and analyze data recent satisfaction surveys , to include the development of additional questionsâ??

questions, or will newly developed questions replace the existing survey?

o If there is a survey currently in use and should continue to be used, how many questions are currently included on the survey?

o If there is a survey currently in use that will continue to be used, are there set methodologies for survey administration and/or training (e.g., how mode is determined, how questions are asked, etc.) that is expected to be used?

â?¢ E) states â??Vendors must have the ability to make changes to the survey questions, as requested by the Division, to meet programmatic needs.â??

o Is there a frequency with which the Division will review questions for relevance?

There is a current survey in use. Agency is open to development of new questions if vendor has better ideas. Refer to attachment for example of current survey. Should be delivered multi-modal, phone, email/online and paper/pencil if needed.

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Section 3.1.2

Section 3.1.2 states â??The surveys will be undertaken at four-month intervals except for the annual milestone.â?? and â??Consumers with the following milestones will be surveyed at each interval: a) Those who are in â??Serviceâ?? status immediately after an Individualized Plan for Employment (IPE) is signed. b) Those who have been in â??Serviceâ?? status for 6 months. c) Those whose cases have been closed; and d) Annually for those whose cases have been open longer than 18 months.â??

â?¢ Is the intent for each four-month interval to include individuals from a, b, c, and d, or one four-month interval dedicated to a, one four-month interval dedicated to b, one four-month interval dedicated to c, and all three four-month intervals covering d?

each service status should be represened in each trimester survey.

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Section 3.2.1

Section 3.2.1 states â??Report and analyze data acquired from the survey responses, and analyze and compare longitudinal data from year to year(s)â??

â?¢ Is the intent to have a true longitudinal study conducted with some or all populations where the same cohort of individuals are contacted at regular intervals, or is the intent to sample a select number of individuals from year cohort in order to provide trend data?

It would be the latter, representation of each status, reviewed longitudinally

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Section 3.3.1

Section 3.3.1 states â??The required number of completed surveys of consumers statewide will reflect their proportion to the state population distribution in Southern Nevada, Northern Nevada, and Rural Nevada.â??

â?¢ Confirming that the Division will provide a set of approximately 2100 consumer names from which a random sample will be drawn to meet criteria described as opposed to surveying all eligible consumers.

No, it will be representational of our VR participant population, not of the state population

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Section 5.2.4, D Section 5.2.4, D, has the deadline for submission and opening listed as â??No later than 2:00pm on 9/22/2025â??. In NevadaPro, the opening date is listed as 9/16/25, can the State please clarify the submission deadline for the RFP.

September 22nd.

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Section 8.8.3 Section 8.8.3 states, â??Dun and Bradstreet number. Vendor shall provide their Dun and Bradstreet Number.â?? If a vendor does not have a Dun and Bradstreet number, what would you like vendors to provide instead?

Dunn and Bradstreet is not required.

24 FREEMANGROUP Survey Volume & Distribution

1. What is the expected number of surveys to be completed by each method (web, phone, and mail) at each milestone interval?

2. Of the ~1,600 general consumers, ~300 transition students, and ~200 older blind individuals referenced, how many do you anticipate will require phone or mail outreach versus web-based surveys?

TBD

25 FREEMANGROUP Surveys (Mail + Phone)

1. What is the expected quantity of mail-in paper surveys to be distributed?

2. Will the State provide addresses for all mail recipients, or is the vendor responsible for address verification/sourcing?

3. Is the vendor expected to handle all logistics (printing, postage, scanning, and return mail processing), or will any of these be handled by the Division or an existing State vendor?

4.Should postage and third-party vendor costs be included in the proposal pricing, or will they be reimbursed separately?

5. What is the anticipated call volume for the phone survey part of the project?

6. Are there restrictions on calling hours (e.g., evenings, weekends, time zone considerations)?

7. Will the vendor be responsible for staffing and managing outbound calls, or will the Division provide call center resources?

1. TBD 2.yes 3.yes 4. yes 5. it is the largest anticipated percentage of participant communication 6. respectful contact times, 8am to 8pm M-Sat. 7. Yes

26 FREEMANGROUP Survey Content Design & Data Management

1. Beyond ADA compliance, are surveys required to be offered in languages other than English?

2. The RFP specifies an annual report. Will interim reports also be required after each four-month survey interval, or only raw data snapshots?

3. Should the vendor integrate WIOA performance measures into survey reporting directly, or will those be provided separately by the Division for comparison?

1.Ideally, at minimum it should be offered in English and Spanish.

Also should be accessible to individuals who use American Sign Language as primary language and any physical or online surveys should be in accessible formats for the visually impaired and meet 508, WCAG 2.0 compliance.

27 EUREKAFACTS Incumbent Who is the incumbent and when were they first awarded the contract? Market Decisions LLC

28 EUREKAFACTS Incumbent what was the award amount for the previous iteration of this contract? $333,050.00

29 EUREKAFACTS Sample what were theinitial samples and response rates for the most recent surveys Please see most recent example attached to RFP under attachments tab.

30 EUREKAFACTS Budget has a budget range been established and if so what is it?

DETR is focused on selecting the vendor that offers the best overall value based on the proposed solution and its ability to meet the requirements outlined in the RFP. We encourage vendors to submit proposed solutions that are both cost-effective and aligned with the scope outlined in the RFP.

31 EUREKAFACTS Sample Are there sampling requirements for each mode to each population? just that they meet accessability standards

32 EUREKAFACTS Data collection what data collection modes were used in the last survey? did it include online, mail, phone, other? yes, multi-modal, but primarily phone

33 EUREKAFACTS Presentation can the presentation be conducted online rather than in-person? yes

34 EUREKAFACTS Method Please disclose the methodology for the last study N/A

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